An Adaptable Crisis Workforce Management Solution in the Age of a Pandemic

How cleaning and security company software can adapt to meet new needs in response to COVID-19.

COVID-19 has thrown into sharp relief the need for a crisis workforce management solution to be flexible and adaptable.

Recent times have demonstrated, even more than usual, that workforce management solutions need to be flexible as life around us changes. With the beginning of the pandemic in early 2020, economies froze, and the very nature of how businesses work began to change. There are now increased demands on your essential distributed workforces to perform duties beyond what was required pre-pandemic, either in response to recommendations of customers, employees, C-Suite leadership or government entities. We’ve heard of security customers adding additional shifts to maintain order, meet a higher volume of schedule changes and retain patrols. In the cleaning industry, we know there are evolving standards of work in response to ever changing — and in some cases, hazardous — environments. Your business is responsible for keeping your guards and cleaners safe and properly equipped with the tools they need while remaining accountable to your customers and contracts. With no firm answers on what protocols may stay long-term, or what else the future holds for the cleaning and security industries, it’s more important than ever for your software solution to be able to adapt and become a crisis workforce management solution.

Crisis workforce management solutions can adapt to meet different needs

Employee health and safety
Mobile workforce management tools can be used to communicate with field-based employees, collect information, and in some cases, track the history of responses to health questions. This can help ensure your guards and cleaners are as safe as possible while on the job and minimizes the risk of transmission of illness. Look for workforce management solutions that can use functions like forms or reports to quickly collect information on employee symptoms or that have tools for simple messaging that can be used to collect and record a history of responses from an employee, such as whether they have a temperature or other symptoms that day.

Forms within your workforce management solution can be very versatile. For example, forms can provide a method of contract tracing for employees. The form could include an employee statement detailing where and when the employee came into contact with an individual who has tested positive for COVID-19, a record of symptoms, and a log of details including location of entrance into a building, a place to provide names (to the best of the employee’s knowledge) of all other employees they made contact with once onsite and areas they may have frequented, like employee lockers.

Employee training and acknowledgement
Your workforce management solution should offer functions for new employee training and acknowledgement requirements. Tools like forms can communicate risks and protocols to cleaners and guards and capture acknowledgement and understanding of these requirements to safeguard employees and mitigate risk.

These forms could include how-to’s, safety procedures and personal protective equipment (PPE) instructions. Forms and communications can be updated as government entities’ recommendations evolve.

Site assessments and inspections
In addition to business-as-usual inspections as part of existing contract obligations, more is being asked of cleaning and security contractors. Customers are asking their security contractors to be their eyes and ears across more functions, including for cleaning/contamination and management of other third-party contractors.

Providing these services helps you differentiate your business, build loyalty, and in some cases, expand revenue streams. Simple building assessment and inspection tools can help guide security officers through building inspections and provide an instant reporting service to your end-customers.

Specialized reports and logs for reopen
For businesses to reopen, some may be required to compile cleaning logs that document the date an area was cleaned, the time of day and the scope of cleaning that took place. Workforce management solutions with location tracking technologies can be used to verify when and with what frequency an area has been serviced. This is handy for particularly high-traffic, frequently used areas, like airport countertops. Your tools should also enable you to verify and assess the quality of service performed. All data from these tools can be reported on and shared with customers.

Visitor screening
Security officers monitoring may be tasked with screening responsibilities. In many cases, all visitors and entrants to the building must be screened for exposure. This is another example of where forms can help streamline this visitor screening processes, ensuring standard execution by your officers and providing crucial reporting to your customers. Visitor details like name, contact information and purpose of visit along with temperature and exposure risk assessments can be included on the screening forms.

Looking Ahead

Even when times are good, we know that cleaning and security contractors face thin profit margins. So, when times are tough, streamlining and connecting your workforce management functions is even more important. With incoming data via mobile technologies from your workers in the field, your business is provided with a seamless flow of information that can be viewed and analyzed in realtime, allowing for pivots in operating procedure if a changing work environment demands it. This gives you complete visibility over your field-based operations and ensures consistency with the data all departments are working with at any given time, whether remote or onsite.

Although everything can’t be anticipated or controlled during unstable times, the right software solution created specifically for companies in the cleaning or security industry can be used to proactively address and mitigate some of the side effects that come along with them. Your services are essential to keeping the world safe and secure. Your software solution should be essential to you, no matter what new challenges life throws your way.